Virtual Assistant – Administrative Coordinator

Overview

Position Overview:

We seek a reliable and detail-oriented virtual assistant to support our small team for approximately ten hours per week / 40 hours per month, primarily during core business hours with flexibility. The ideal candidate will be proficient in various administrative tasks, possess excellent communication skills, and be comfortable working remotely.

Critical Competencies: 

• Proactive Problem Solver
• Responsive Communicator
• Excellent Customer Service Skills / Relationship Builder with client contacts
• Ability to Anticipate Needs and Follow Up
• Drive for Results

As the Administrative Coordinator, your primary responsibilities will include:

Email Management: 

Monitor and organize incoming emails.
Respond to inquiries promptly and professionally.
Flag urgent messages for immediate attention.

Schedule Management: 

Coordinate and manage appointments, meetings, and deadlines.
Maintain an organized calendar for team members.
Send reminders and follow-up as needed.

Invoicing: 

Prepare and send invoices to clients or vendors.
Track payment status and follow up on outstanding invoices.
Maintain accurate records of financial transactions.

QuickBooks Management and Reconciling: 

Use QuickBooks to record financial transactions.
Reconcile accounts, verify balances, and resolve discrepancies.
Generate financial reports as requested.

Travel Planning: 

Assist with travel arrangements for team members.
Book flights, accommodations, and transportation.
Provide travel itineraries and relevant information.

Administration of Professional Assessments: 

Handle administrative tasks related to assessment platforms.
Issue credits, process invoices, manage user accounts, and troubleshoot issues.
Collaborate with team members to ensure smooth operations.
Help with weekly/monthly planning.

Qualifications: 

Proven experience as a virtual assistant or in a similar administrative role or other transferable expertise.
Strong organizational skills and attention to detail.
Proficiency in using tools such as QuickBooks, email clients, and scheduling software.
Excellent communication skills (both written and verbal).
Ability to work independently and meet deadlines.
Familiarity with Wiley (or willingness to learn) is a plus, but training will be provided.

Work Schedule: Approximately ten hours per week, with flexibility based on workload and project requirements. The ideal candidate would be available during core business hours.

Tagged as: administrative support, bookkeeping, quickbooks, virtual assistant